To Waive the Requirement to Withdraw for Three Years

A ruling of a “Requirement to Withdraw for Three Years” is placed on a student’s transcript under the following circumstances (see Academic Regulation 13.5.1 for more information):

• A student has a Cumulative GPA of less than 0.70 at the time of assessment and has previously been required to withdraw for One Year, even if that previous requirement to withdraw was waived on appeal; or
• is on academic probation at the time of assessment and has a Cumulative GPA of less than 1.60 and has previously been required to withdraw.  Note that any student who has been required to withdraw and returns to studies is automatically placed on academic probation under Academic Regulation 13.3.  Therefore, any student previously required to withdraw must achieve a Cumulative GPA of greater than 1.60 at their next academic assessment upon their return to studies, or they will be required to withdraw for a minimum of Three Years.

The following material must be included as a part of the appeal:

• Associate Dean (Studies) Appeal Form [PDF].
• A non-refundable administrative fee (payable by debit, Master Card or Visa). Students may fax credit card information to the Faculty of Arts and Science office at Fax: 613-533-2467 using the Payment Form for Arts and Science Administrative Services [PDF].
• A letter requesting that a requirement to withdraw be waived must clearly demonstrate how significantly extenuating circumstances, beyond the student’s control, affected his or her academic performance. See also Tips for Writing a Good Appeal Letter.
• A letter requesting that a requirement to withdraw be waived must clearly demonstrate how the significant extenuating circumstances, beyond the student’s control, affected his or her academic performance. A student should clearly outline an Academic Plan for how he or she plans to be successful in his or her academic study should the appeal be granted and the requirement to withdraw be waived. See Preparing an Academic Plan. In cases where the extenuating circumstances are ongoing rather than temporary, the student should also indicate how these personal challenges will be managed if the requirement to withdraw is waived. See also Tips for Writing a Good Appeal Letter.  
• Supporting documentation/letter from an appropriate professional that clearly indicates ways in which the extenuating circumstances directly affected the student’s performance. The letter should verify that these effects were substantial enough to cause the academic problem. Information on the start, duration and present state of the extenuating condition is critical. Lastly, a clear statement on whether the condition or circumstances have either improved or are being managed so that they no longer have a significant detrimental effect on future academic performance. Students are advised to submit an Off-campus Physician's Note [PDF] if requesting support from a medical professional outside of Health, Counselling and Disability Services.

NOTE: Should the requirement to withdraw be waived, the Associate Dean (Studies) may pose conditions on the student’s subsequent registration or status (from full-time to part-time, etc).

TIME LIMIT: Appeals of the requirement to withdraw must be submitted within 21 calendar days of the receipt of the letter from the Associate Dean (Studies) informing the student of the decision that the student must withdraw.

NOTE: After the minimum withdraw period of three years, a student who wishes to return to the Faculty of Arts and Science must appeal to the Associate Dean (Studies). The appeal should contain an outline of what the student has done during the period of withdrawal and an academic plan for the completion of their degree program. The appeal should provide evidence of his or her capacity to succeed in the proposed program. See Preparing an Academic Plan. Should the requirement to withdraw be waived, the Associate Dean (Studies) may impose conditions on the student’s subsequent registration or status (from full-time to part-time, etc).